Operational Excellence: How to Become Irreplaceable in Your Job

An Intrapreneur is not just an employee who shows up for work; they’re someone who owns their tasks, works smart, and ensures results.

And no, being efficient doesn’t mean slogging 100 hours a week or skipping chai breaks. It’s about working smart, not just hard. It’s about understanding your responsibilities, staying disciplined, and finding innovative ways to do your job better—all while meeting deadlines.

So, how do you become that indispensable, irreplaceable employee everyone looks up to? Let’s break it down.

1. Discipline Is Key

The foundation of operational excellence is discipline. During your 8-hour workday, you must:

• Maintain a clear list of tasks and prioritize them.
• Use tools like To-Do Lists, Trello, or Asana to track deadlines and progress.
• Regularly seek clarifications on tasks you’re unsure about—don’t waste time guessing.

Discipline doesn’t just mean working—it’s about making the most of your working hours, ensuring every minute counts.

2. Smart Work Over Hard Work

Efficient employees focus on smart work. Instead of spending 5 hours on a manual process, explore ways to optimize it.

For example:

• Use new-age tools like Power Query, Python, or RPA (Robotic Process Automation) to simplify repetitive tasks.
• Always keep an eye out for better tools or systems that can reduce execution time.

Practical Tip: If you’re stuck doing a time-consuming task, spend 10 minutes on Google to check if there’s a better way. You’d be surprised at the time-saving solutions available.

3. Manage Workload Proactively

Sometimes, we bite off more than we can chew. A key aspect of operational excellence is knowing when to ask for help.

• If your plate is full, make a list of pending tasks and their deadlines. Share this with your manager and discuss priorities.
• Approach work as a team player—help colleagues when possible and learn new skills in the process.

Pro Tip: Helping others isn’t just about being nice; it’s an opportunity to expand your knowledge and showcase your willingness to contribute.

4. Track KPIs and KRAs Regularly

Keep a personal tracker for your KPIs (Key Performance Indicators) and KRAs (Key Result Areas). This ensures you:

• Stay aligned with company expectations.
• Have measurable data to showcase during performance appraisals.

Simple tools like Google Sheets or Excel can help you maintain this tracker.

5. Real-Life Examples of Operational Excellence

Now, let’s dive into some real-world examples. These are scenarios where operational excellence made a significant impact:

• Example 1: Automating Tax Filing Reminders At my workplace, we were losing tax credits because vendors weren’t filing their returns on time. I set up a bulk mailing system to send reminders along with their invoices. This ensured timely filings and saved the company money.

• Example 2: Streamlining Financial Reports As part of my finance controllership role, managing aged GR/IR reports was a challenge. By using Power Query, I automated the report creation process. The result? Exception-based reports that highlighted areas needing immediate action.

• Example 3: Reducing Credit Outstanding When customer credit outstanding began rising, I automated the Monthly MIS to generate daily reports. This allowed the team to address defaulters more efficiently.

• Example 4: Bulk Digital Signing of PDFs A project required digitally signing 2,500 PDFs using DSC. Instead of manual signing, I Googled a tool for bulk signing. What would have taken hours (or days) was completed in a single shot.

These examples show that operational excellence isn’t about working harder; it’s about finding smarter ways to get the job done.

6. Recognize and Showcase Your Efforts

It’s not enough to just be operationally efficient—you must ensure your efforts are recognized.

• Document your contributions and share them during performance reviews.
• Take initiative to discuss your achievements with your manager and align them with the company’s goals.
• Financial recognition is important, but so is personal acknowledgment. Don’t hesitate to seek feedback and appreciation for your hard work.

Final Thoughts: Operational Excellence as a Stepping Stone

By mastering operational excellence, you not only increase your productivity but also create opportunities to take on more responsibilities. And more responsibility often leads to career growth.

However, remember: Don’t stay silent. If your efforts aren’t recognized, speak up. Whether it’s a salary hike, a promotion, or acknowledgment, ensure your contributions are valued.

Operational excellence is a journey, not a one-time achievement. Start small—optimize one task, take ownership of one responsibility, and watch how it transforms your career.

Suggestions and feedback are always welcome!! Happy Intrapreneuring 2.0 !!

(From Author: This is one of the first posts you’ll find on the groundbreaking concept of Intrapreneurship 2.0. This framework has been designed with the emerging needs of Gen Z and Millennials in mind—especially those just starting to step into executive and middle management roles in corporates. It’s a concept that balances the bold and sky-high aspirations of the Gen Z workforce while meeting the evolving demands of the corporate worlds, creating a win-win environment. Suggestions and feedback are always welcome as we continue refining this vision.)